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Draft – September 7, 2018

STM Handbook

Guidelines for ECC’s

Short-Term Mission (STM) Trip Leaders

Effective Date: September 7, 2018Issue No. : 1File Reference:

Evangelical Community ChurchGuidelines for STM Trip Leaders

Table of Contents

Ref: Topic: Page:1 Purpose 32 Definitions 43 Roles and Responsibilities 54 Preparing for the Trip 75 On the Trip 136 After the Trip 16

Appendix I: Sample STM Trip / Ministry Event Proposal 17Appendix II: Sample Support Fundraising Letter 18

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1 Purpose

a.1 Evangelical Community Church Limited (“ECC”) is a registered non-profit organization in accordance with the laws of the Hong Kong Special Administrative Region.

a.2 This document sets out circumstances, guidelines and recommended procedures for leaders of short term mission trips that are associated with ECC.

a.3 Short-Term Mission (STM) Trips aim to:

a.3.1 Provide church members with opportunities to:

Be exposed to mission work and develop a heart for the lost. Serve God in new ways including but not limited to strengthening abilities

in outreach, evangelism and ministry. Partner with and learn from Christians in other parts of the world. Deepen one’s faith and trust in Jesus Christ. Learn more about God’s will for their lives through local and cross cultural

missions.

a.3.2 Provide support for the host by partnering in their ministry activity that benefits their on-going ministry.

a.3.3 Learn how to specifically pray for those serving on the field, as well as how to represent their needs to ECC.

a.3.4 Cultivate mission-mindedness among ECC congregation by preparing and equipping ECC to be more effective ambassadors in Christ where they live.

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2 Definitions

The following terms, when used in this guideline document, shall have the meanings ascribed to them below.

EB Elder Board

ECC Evangelical Community Church Limited

Ministry Leader the person, either staff or designated volunteer, responsible for organizing and/ or hosting an event on behalf of ECC

MOC Missions and Outreach Committee

MP Mission Partner

STM Short-term Missions

Trip Leader The person responsible for arranging and leading a short-term mission trip.

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3 Roles and Responsibilities

3.1 The Church and Missions

ECC is passionate about missions. Since Hong Kong is “Asia’s World City”, we take the strategic nature of this unique city as a gift and a responsibility for cultivating ambassadors for Christ. To this end, we promote the planting and nurturing of churches, as the most effective and Biblical method of evangelism and discipleship. We also partner with like-minded Christians in mainland China and around the world who are seeking God’s “kingdom come”. We express God’s love in all its forms, through word and deed, proclamation and demonstration, evangelism and social involvement, because God loves and saves the whole person. Evangelism has social consequences and social involvement has evangelistic consequences as we express the grace of God in Jesus through what we say and do. Since the early church “enjoyed the favor of all the people”, we desire that our mission would enjoy such favor. The result we seek is the transformation of communities, cities, and nations, for Christ, for the glory of God.

Designated staff such as the Director of Outreach and Missions or other assigned ECC administrative staff shall assist the STM Trip Leader(s) with necessary promotions, communications, and pertinent clerical and logistic arrangements. Handling of monies associated with STM funds shall be in conjunction with Director of Operations or assigned delegate(s) in accordance with ECC’s Finance Manual. MOC Members shall facilitate, provide advice and support the collective efforts of STM Trip Leaders, participants and staff as appropriate.

3.2 Trip Leaders

The appointment of a STM Trip Leader shall be confirmed by the MOC and the appointed leader shall be responsible for the following in accordance with the STM Leader’s Handbook:

• Pre-trip: planning, promotion, logistics, advertising, recruitment, screening applicants, budgeting, training, spiritual aspects, prayers, and preparation for the trip;

• Onsite: leading activities, caring for members, tasks assignment, and treasury;

• Post-trip: team de-briefing, sharing and submitting report to the MOC (which summarizes the participants, leadership, promotion, pre-trip meetings, fund raising, trip programs and logistics, team dynamics, reminders/ things could be done better, trip finance; etc), and submitting financial report for reimbursement to ECC Administration.

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As leaders prayerfully seek if the Lord wants them to be the leader for a STM, they should keep in mind that their relationship with God is not only important for them, but also to everyone on the ministry team. The team needs spiritual discernment, encouragement, and leadership. Pre-field training sessions, team meetings, and debriefing should be provided. It is important to be prepared for each meeting and to not skip any part of the process. Being a strong leader during travel is essential as the team will respond to the leader taking charge during travel times. Recognizing God’s movement in team members’ lives and challenge them throughout the mission to consider what God is showing them is a vital part of the trip.

3.3 STM Trip Participants

Serving the Lord through missions is a privilege that all Christians should engage in. The church seeks to equip and encourage its members to experience ministry in a firsthand context. STM Trips provide the perfect opportunity for this. The purpose in going on a mission trip is to live out the gospel of Jesus Christ through service to others. Participants will do this as they build relationships and do hands-on caring for people, both Christians and non-Christians. This is not about accomplishing every single thing planned for the trip, but rather it is about establishing relationships with people in the name of Jesus Christ.

Participants should carefully consider whether a particular STM Trip is appropriate for them. They should prayerfully seek the Lord and the advice of other Christian leadership before making an application. Once someone has signed on for the trip, full dedication and participation is required to ensure that this is an enriching experience for those being ministered to, our mission partners, and the entire team.

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4 Preparing for the Trip

4.1 STM Trip Proposal

Larger, repeated STM Trips are generally set at the beginning of the year by the MOC. Smaller mission trips, with small groups, vision trips, or various mission partners, can be organized throughout the year. For each proposed STM Trip, several things need to be taken into account: key information such as destination, target dates, ground host, purpose, agenda, budget with estimated cost breakdowns and proposed team size. The trip proposal template found in the STM Leader’s Handbook in Appendix I shall be followed as far as practicable.

4.1.1 In reviewing and assessing the proposed STM Trip, the MOC shall consider the following conditions:• The hosts must stand in agreement with ECC’s statement of faith;• The visit shall clearly benefit the hosts: this could be initiating something

new that shall be followed up after the team leaves, or giving momentum to an existing ministry;

• The visit shall not burden the hosts and the hosts’ ministries and must be sensitive to the hosts’ situations;

• Opportunities to engage with the local churches and share in their ministries;

• Opportunities for individuals to learn and serve God through evangelism, practical activities and fellowship with local Christians;

• Preference for trip selection shall be given to ECC-supported MPs.• Other factors which shall include but is not limited to cost, safety, time

given to trip/project planning to appropriate recruiting of team members, raising adequate resources/funding, reviewing/screening candidates, etc.

4.1.2 Approval of the STM Trip proposal by the MOC shall include approval of the overall budget and fundraising needs.

4.1.3 Materials or curriculum proposed for pre-trip training and post-trip debriefings shall be reviewed by the MOC and endorsed by the EB.

4.1.4 Participation in a STM Trip shall be by way of application for vetting and acceptance. Appointed STM Trip Leaders shall review the applications and decide whether to accept or reject an application. STM Trip applicants shall be spiritually-, mentally-, emotionally-, and physically-fit to take the trip as determined by the STM Trip Leaders. The demands of the mission field are not

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just financial or practical. Spiritual influence in certain countries is much more unbridled and open in its practices.

4.1.5 If required, the STM Trip Leaders shall escalate any uncertainties or disputes in the application acceptance/ rejection process to the MOC for advice and/ or decision.

4.1.6 STM participants must be at least 18 years of age. Subject to endorsement from the host(s), participation by unaccompanied minors (below 18 years of age) is permissible if approval and waiver form has been obtained from his/ her parents. Children below the age of 12 years must be accompanied on the trip by at least one parent.

4.2 Financial Preparation

STM Trips can be expensive, but worthwhile. ECC seeks to ensure that trips are not cost prohibitive. Participants will pay a flat fee to cover flight, accommodations, and food expenses. Other ministry related expenses for the trip will be fundraised by the team as a whole. Funding for STM Trips shall be in accordance with the following conditions, which procedures shall be in accordance with ECC’s Finance Manual:

4.2.1 Participant Funding

STM Trip participants including the Trip Leaders, staff and/or non-staff shall be responsible for their own expenses (transportation, food, and accommodation) incurred during the STM Trip. Other financial needs such as activity or ministry work expenses shall be fundraised collectively as a team.

4.2.2 Fundraising

All participants are encouraged to seek to assist the team with fundraising for the activity or ministry work of the trip. Any designated donation for such purpose is to be earmarked for the general support of the designated STM Trip and shall be allocated at the discretion of the STM Trip Leaders and the MOC. The fund raised shall be used to pay for the activity or ministry work expenses incurred during the trip. In case that donation to the hosts or ECC supported MPs (including the equipment e.g. photo printer, keyboard, etc. and any excessive materials, if any, that were purchased for the trip) is proposed during the trip, the STM Trip Leaders shall seek advance approval from the MOC. For an example of a typical fundraising letter to send to family and friends, please see Appendix II. STM Trip Leaders should consult the ECC administrative staff

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for the current guidelines for what can be sold and the locations that items can be sold at that current time.

4.2.3 Tax Receipts

Under ECC financial policy, the office will only issue tax receipts for those funds donated for overall trip expenses (i.e. the activity or ministry work of the trip). Participants’ personal expenses (i.e. flights, accommodations, and food expenses) will not receive tax receipts, even if such expenses were sponsored by the participant’s own friends and family. Donations and designated offerings for STM Trips and the respective tax receipt entitlement shall be handled and processed in accordance with ECC’s Finance Manual.

4.2.4 Lack of Funds

In the event of a shortfall of funds, i.e. funds raised are not enough to cover all expenses arising from the trip; the STM Trip Leaders shall seek the MOC’s approval to utilize the Mission Fund to cover the shortfall in accordance with ECC’s finance procedures.

4.3 Team Meetings

Team meetings are essential for overall trip and program planning, as well as good group cohesion. Each STM will have an overall information meeting for those seeking more details on what the trip will entail. Additionally, once the team has been set, frequent team meetings are recommended to prepare for the ministry outreach details on the trip.

4.3.1 Training

For each STM, the Trip Leaders will research pertinent information about the country, culture, and any other important information relating to the trip. Team participants should make every effort to attend all training sessions provided by the Trip Leaders, as this will ensure that they are sufficiently prepared for the trip.

4.3.2 Room Booking Procedure Information can be found on church website on the appropriate steps for booking church rooms for team meetings. Booking should be done in advance as much as possible to ensure the team gets the room and equipment they may need.

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4.4 Expense Handling

Several things need to be kept in mind while handling expenses in a foreign country. First of all, engaging the help of a mission partner or a local person to help with purchases, is essential to ensure there is not an issue of communication. Team participants should not make team purchases (with the expectation of reimbursement) without consulting the STM Trip Leaders and being granted approval. Church staff will have to consolidate all expenses upon the return home, so attention to detail, communication, and tidiness are much appreciated.

4.4.1 Administrative Approval

The STM budget for the trip needs to be considered and approved through the Finance Committee. Please see the end of this document for a basic example of a proposal for the STM Trip Leaders to submit to the Committee for their consideration. The STM Trip Leaders will then notify the financial staff in the church office, so they can issue payments for travel and prepare to reimburse for expenses. No purchases should be made before the Finance Committee has approved the proposal and financial staff has been notified.

4.5 Prayer & Support Network

Each participant is highly encouraged to engage with their church and friendship community for consistent prayer and support before, during, and after the STM Trip. The key to our effectiveness for the trip is prayer. The ministry starts through prayer, not just when the team gets there. Pray for: effective ministry to the nationals, unity on the mission team, team leadership, fundraising, for God to share His heart for the lost, health, and financial partnership. The team should actively ask for prayer partners before, during, and after the trip.

4.6 Travel Preparation

4.6.1 Insurance

Mission trips require additional preparation for unexpected risks that may not be as common with typical international engagements. One way to prepare for these risks is with travel medical insurance. Every participant should consider purchasing a policy. If the trip offers the option of purchasing a group policy, participants should fill out the relevant application form to give consent for the purchase of insurance on their behalf.

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4.6.2 Visa Requirements

The STM Trip Leaders will let participants know if there are any visa requirements. The STM Trip Leaders should gather all passport information and countries of origin as soon as possible, as visa requirements vary. Each participant is responsible for obtaining a visa to the location chosen.

4.6.3 Health

It is recommended that participants consult their doctor about any medical recommendations for immunizations. When filling out the mission trip application, it is very important to fully disclose any possible or current medical issues, so the STM Trip Leaders can make a plan in case of an emergency. If a participant is injured on the trip, the STM Trip Leaders or our mission partner should be notified immediately, so they can assist in seeking medical treatment. Teams should be reminded to pack all necessary medications in duplicate if possible on the trip, in carry-on luggage to ensure they have what they need for the trip. If a participant has significant medical challenges, it is important for the STM Trip Leaders to have a very detailed conversation with the participant about the expectations of the trip and any risks that may arise.

4.6.4 Packing List

Each trip has completely different weather, activities, and expectations. The STM Trip Leaders should provide their participants with examples of packing lists of what they will need for their specific trip. Regardless of the location, participants should be mindful of the local customs and always be conscious of health, safety, and modesty requirements.

4.6.5 Travel Arrangements/Tickets

Team participants’ travel arrangements will be made by the STM Trip Leaders and Church staff. Participants’ travel and personal information may be sought in conjunction with these arrangements. This information is kept completely confidential. There are instances where a participant may wish to make his own travel arrangement to travel separately from the team or on a completely different date to join the team. Approval for such situation should be sought from the STM Trip Leaders and possibly our mission partners to ensure that there is a logistical possibility to join the rest of the team.

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4.6.6 Foreign Currencies

For team safety and logistical ease, the STM Trip Leaders and their designated treasury assistant will be in charge of team expenses. They will obtain assistance to gain local currency and pay bills promptly. Participants should carry a small amount of local currency (not a large amount, for safety reasons) for small things like local souvenirs or transportation money in case of separation from the group.

4.7 Mission Applications

Each prospective team participant needs to fill out a complete mission trip application. This application will be provided by the STM Trip Leaders. Applications should be filled in with as much information as possible, so the Trip Leaders can decide the suitability of the individual for this particular trip. Information that will be especially considered: the physicality of the trip, faith status of the participant, medical history and risk, previous experience on mission trips, and membership status.

4.7.1 Adherence to Statement of Faith

Each potential STM Trip Leader and trip participant should access http://ecchk.org/about-us/beliefs and read ECC’s core beliefs. Adherence to these beliefs and unity among the team is essential for the success of a trip. If a team participant has any questions concerning ECC’s stance on a particular issue, please reach out to an ECC staff member or elder.

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http://ecchk.org/about-us/beliefs


5 On the Trip

5.1 Code of Conduct

Trip participants are to hold themselves to the highest level of moral code while on a STM Trip. Team members must remember that they are being watched by those they have come to minister to, and that they represent their family, their church, and more importantly, their Lord. It is a privilege for all who serve on our STM trips, and there is an expectation that team members will conduct themselves with integrity and portray honesty, love, respect, and cooperation to those we encounter during our travels and upon our arrival to our host destination. The team is guests, and must act accordingly, including being sensitive to our mission partners and the people they are there to serve. Our mission is dedicated to enhancing and enriching the lives of others in need around the world; you are part of this mission.

5.1.1 Restricted Behavior

Abstain from the use of tobacco, tobacco products, drugs, excessive alcohol intake, from carrying out inappropriate activities such as gambling, inappropriate games, and from using inappropriate, derogatory, or foul language. Additionally, please keep in mind the very important “love your neighbor as yourself” principle.

5.1.2 Cultural Sensitivity

For most STM Trips, participants need to be very mindful of the other cultures and customs that they will encounter on each trip. What may seem very challenging for participants, is day-to-day life for the people you are interacting with. Additionally, please be cautious of behaviors that may be considered rude. Things like aggressive questioning can leave a very bad impression. If there are concerns, the STM Trip Leaders or the mission partner associated with the STM should be consulted. Some information on the culture will be provided by the STM Trip Leaders to the participants as part of the preparation for the trip. Team participants should avoid political discussions with the citizens of the country which the team is visiting.

5.1.3 Submission to Leadership/Field Management

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While most participants are completely competent in making their own daily decisions, when on a mission trip, the SMT Trip Leaders and our mission partner’s word must be respected and obeyed. The Trip Leaders have prayerfully been chosen to lead the STM and they need team cohesion and unity to make the trip a success. If there are concerns about the decisions made by the other Trip Leader, a respectful conversation and questions are needed with that Trip Leader. Flexibility is completely essential when balancing a team full of people in a foreign strange place. Trip Leaders should be given grace and encouragement whenever possible. Trip Leaders should do the same for their participants.

5.1.4 Taking Photos

Be respectful when it comes to taking photos. It will be tempting to take pictures of everything and everyone. However, everyone may not want to be part of the photos and it can be distracting to the work as a team participant. Sensitivity to the people the team is working with and asking politely to take a photo is essential.

5.1.5 Safety

The team’s safety is of the upmost importance during these trips. While there will be many activities that participants may do in their spare time, please keep in mind that these activities need to be ones that do not place any other team members in inherent risk of injury or team inconvenience. Many STM Trips are in remote locations, making safety precautions even more important due to the time needed to reach professional medical help. If anyone is concerned about the physical risk of an activity, they should seek the advice of the Trip Leaders or our mission partner.

5.1.6 Sightseeing/Personal Time

Most teams will have time set aside for sightseeing and recreation. This will be a great time to buy souvenirs and gifts. Keep in mind that while personal time will be provided on the trip, the priority is time spent working with our mission partners and local participants. Since the main expenses are included in the trip cost, participants do not need to bring a lot of cash with them but bringing some cash for sightseeing or souvenirs is a good plan, as it will not be included in the overall trip fee.

5.2 Team Unity

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Being contained with the same group of people for a length of time can be challenging. Team members may be sharing lodging with one or two other people. Encourage participants to keep their words kind, their space tidy, and their behavior towards each other above reproach.

5.3 Communication

Without effective communication, unnecessary issues can quickly arise. If there is a significant issue, team participants should respectfully approach the other team participants or the Trip Leaders to obtain clarity of the situation. Seek to over-communicate. Notify the Trip Leaders about completion of tasks, issues that arise, and any movements of the team. Effective communication will equal a successful trip!

5.4 Interactions with Locals & Missions Partners

Participants should keep in mind that they are guests in the country we are visiting. We should treat our mission partners with the upmost respect. Questions are completely acceptable, demands are not. Participants are encouraged to develop relations with MPs and seek to learn about their ministry. The team is here to serve, not to be served.

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6 After the Trip

6.1 Reconciling Team Expenses

As soon as the team returns, the Trip Leaders should start assembling their team expenses (especially if reimbursement is required). All trip receipts should be submitted to the Trip Leaders for review, consolidation, and then the passing of the completed expenses to the financial staff at the church for reimbursement. Receipts should not be passed directly from trip participants to financial staff. In the situation of excess funds leftover from the trip, the MOC shall decide how the excess funds will be distributed to the mission partner or for a specific project relating to the trip.

6.2 Debriefing

After such an intense experience, teams need debriefing to process through their thoughts about the trip. STM Trip Leaders should facilitate a time of inner team sharing at the end of the STM Trip, as well as a larger sharing session for the church congregation and their friends and family.

6.3 Community Sharing

Each STM team will have a chance to briefly share their experiences with the congregation and invite them to a more in-depth sharing session. Trip Leaders should communicate with staff to find the best time to share in the worship service and to learn the parameters of sharing. Please request multiple dates, to ensure there is adequate time.

6.4 Continuing MP Encouragement

A wonderful aspect of life after the STM Trip is continuing relationships with our mission partners and some of the people that they are ministering to. Participants are highly encouraged to develop a relationship with these MPs and send encouraging messages and communication after the duration of the trip. This is an important aspect of care for our MPs and our overall mission as supporters.

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Appendix I Sample STM Trip/ Ministry Event Proposal

Destination: City, Country

Target Dates: DD/MM to DD/MM, YYYY

Purpose/ Objective:

(1) To visit mission partner(2) To meet/ encourage mission partner’s ministry workers serving on-site (3) To explore ministry opportunities and STM opportunities for ECC body

Agenda: (1) Tour of xxxx (2) Visit xxx MP(3) Fellowship with MP, ministry workers (4) Fun times with children of the families at xxx

Budget (per pax):

HK$x,xxx (pls see breakdown below)

Team size: [4] to [6] personsItinerary:

(1) Depart on Thursday pm, say 19:00 flight from HKG to XXX and arrive by 9'ish.(2) Spend 1 night in hotel in XXX(3) Depart early Friday am, around 7 a.m. flight from XXX to XXX, arrive about 1 hour later.(4) Drive to XXX, ~4 hrs and arrive by afternoon.(5) Spend Friday pm, Saturday and Sunday at XXX(6) Depart Monday ~noon for drive back to XXX for early evening flight to XXX. (7) Spend Monday night in hotel in XXX.(8) Depart back to HKG on Tuesday. Costs involved:

- Round-trip flight to XXX can probably be around HK$[2,000] per pax.- Round-trip flight to XXX can probably be around HK$[1,000] per pax.- 2 nights’ hotel in XXX can probably be around HK$[2,000] per room / twin

share basis.- 3 nights’ accommodation stay in XXX- Visa for XXX - Food, sundries, transport

Cost breakdown estimates (per pax):

USD 7.8unit rate qty USD HKD

HKG/XXX/HKG roundtrip 300 1 $ 300.0 $ 2,340.0 XXX/XXX/XXX roundtrip 100 1 $ 100.0 $ 780.0

2 nights’ layover in XXX# 45 2 $ 90.0 $ 702.0 Visa into XXX 50 1 $ 50.0 $ 390.0

3 nights’ accom in XXX 20 3 $ 60.0 $ 468.0 Transportation* 27.5 1 $ 27.5 $ 214.5

Food 10 3 $ 30.0 $ 234.0

Est Budget: $ 657.5 $ 5,128.5 Say: $5,200.00

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*To/from XXX to border $110(assume shared by 4 pax) 4

$27.5#Assume twin-share basis

Prepared by: [trip leader]As at: DD.MM.YYYY

Appendix II: Sample Support Fundraising Letter

Hello!

Trust this finds you well as I’d like to share something exciting with you.

This summer, I am blessed with the opportunity to go to Mongolia and spend time with under-privileged children at a government-run camp. Many of the children are orphaned, abandoned, or run-away street kids. Each year, the government sends the kids to a campsite 2 hours north of the capital where they just hang out, with not much to do. When volunteers like me go there, we run a camp program for them and try to make the long summer a bit more fun and bearable.

I am traveling with a team from church to Mongolia on July 20-30, 2018 to bring lots of fun activities and games for the children, with an aim to foster creativity, enrich relationships, and build confidence in them. My team also intends to incorporate messages of encouragement, values, and educational, character-building elements into our activities.

May I please encourage you to consider supporting this meaningful cause financially? A small sacrifice on your part will go a long way to making a lasting impact in the lives of these little ones, whose aspirations and futures deserve a fighting chance like any of us, the more privileged. Each team member will bear their own travel expenses (i.e. flight, accommodations, and food expenses) and yet, we are also targeting to raise about HK$60,000 to cover various camp and local expenses (e.g. face paint, balloons, etc.) for the week.

Checks in Hong Kong dollars can be made payable to “Evangelical Community Church Ltd.”, while US tax-payers can make US dollar checks payable to “Friends of Hong Kong Charities Inc.” Tax receipts are available upon request for donations >HK$100 and >US$100 for the respective options. Please do not write anything on the back of the check but include a note indicating “Mongolia Short Term Missions 2018” or a copy of this letter and send it to:

Evangelical Community Church6/F Metropole Building53-63 Peking RoadTsim Sha Tsui, KowloonHong Kong

Any funds raised in excess of camp needs will be channeled to a fund to support the church’s mission partners including our host organization in Mongolia. If you wish to support us through other means or have any questions, please contact myself or the team

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admin at [email protected]. Thank you in advance for your time and willingness to be a part of my adventure. I look forward to sharing details and photos with you upon my return.

Humbly yours,

Team Participant

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